Career Center

Department: REC-Residential Academic Engag
Salary/Grade: NEX/11

Northwestern Universitys Residential Services helps build a community environment for students through housing-related services, intentional learning opportunities and residential settings that include residence halls, residential communities, and residential colleges. Learn more about the Residential Services department and the Residential and Academic Engagement team here: https://www.northwestern.edu/living/index.html

About Student Affairs: By pursuing justice, equity, and belonging, Student Affairs cultivates student programs, services, and skills; disrupts barriers; and partners across Northwestern and neighboring communities to create an inclusive culture in which all students can thrive. Learn more about the Division of Student Affairs here: https://www.northwestern.edu/studentaffairs/about/strategic-plan/strategic-themes.html

Job Summary:

The Program Assistant maintains the (RAE) office suite while coordinating administrative processes and prioritizes, directs, and responds to business matters involving administrative functions associated with education and/or operations. They create and maintain associated documents, spreadsheets, databases, meetings, special events, etc. and alerts supervisor of critical issues and upcoming events.

The Program Assistant acts as the administrative lead for the Director of Residential and Academic Engagement. They effectively and efficiently manage the directors calendar, travel arrangements, and workflow requirements, and create and cultivate internal and external relationships that will ensure that all associated activities are completed diplomatically and on time. The RAE Program Assistant also serves as a key member of the RAE team providing direction and education to faculty, staff, and student affiliates on financial and administrative processes.

Specific Responsibilities:

Accounting 30%

�       Collaborate with Director on management of individual Faculty Chairs.

�       Collaborate with Assistant/Associate Director on management for individual. Faculty Chair budgets and encumbrances related to excursions.

o    Process reimbursements and reconciliations for operations of 11 Residential Colleges into reimbursement workflow.

�       Monitor charges in Cognos to ensure charges are properly linked to individual budgets (monthly reconciliation).

�       Manages procurement for the RAE team, including office supplies merchandise, and iBuyNU acquisitions

Office and Program Coordination 20%

�       Maintain office operations records.

�       Creates and maintains office SharePoint and spreadsheets

�       Maintains calendars for supervisor and helps coordinate for the RAE team

�       Coordinates travel arrangements

�       Coordinates agenda items and background materials for RAE team

�       Manages RAE office suite and team email account

�       Responds independently to inquiries via phone, email, or in person

�       Maintain ephemera and photos for archives.

Communication 15%

�       Maintain webpages related to residential college program.

�       Translate Cognos reports for Faculty Chairs so they understand their budgetary bottom lines.

�       Report monthly meal pool usage by fellows to Faculty Chairs.

�       Take, revise, and disseminate minutes of Council of Chairs meetings.

�       Field general faculty and student inquiries to office.

�       Manage non-resident affiliation process: process over 200 student applications annually; confirm appointments with residential college executive boards; notify Operations & Services about Wildcard access credentials.

�       Orient residential college staff to office procedures for expenditures.

�       Produce invitations and solicitations to faculty for involvement in RAE initiatives.

�       Generate appointment letters for college staffs, FIRs, and residential college fellows. 

Human Resources and Payroll 15%

�       Process all appointments for members of college staffs, FIRs, and graduate affiliates for fall.

�       Handle payroll for residential seminar instructors throughout year.

�       Manage hours and payroll for 2 student employees throughout year.

�       Resolves hiring, termination, etc. processing problems

�       Explains HR procedures

Course Administration 7.5%

�       Create permission numbers for residential seminars each year after Registrar creates course and section numbers. 

�       Work in coordination with Residential Services Operations and Services and the University Registrars office to communicate residential classroom schedules and room set ups.

Campus Event Planning 7.5%

�       Handle space reservations, catering contracts, name badges, and logistics (e.g., AV needs) for major office events.

�       Arrange room set-up and catering for small office events.

Supervision 5%

�       Supervise the work of two undergraduate student employees throughout academic year to support routine clerical operations and event logistics, including set-up and photography.

Miscellaneous

�       Performs other duties as assigned.

Minimum Qualifications:

�       A high school diploma or equivalent required.

�       4 years of administrative support or other relevant experience required.

Minimum Competencies: (Skills, knowledge, and abilities.)

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